Department of the Interior

Bureau of Land Management

2012Medford District

Aviation Plan

PREPARED BY:

____________________________ __________ Medford District Asst. Aviation Manager Date

REVIEWED BY:

____________________________ __________ Medford District Aviation Manager Date

_________________________ __________ Oregon State Aviation Manager Date

___________________________ ___________ District Fire Management Officer Date

_____________________________ ___________Ashland Field Manager Date

_____________________________ ___________Butte Falls Field Manager Date

____________________________ ___________Glendale/Grants Pass Field Manager Date

APPROVED BY:

____________________________ ___________ Medford District Manager Date

TABLE OF CONTENTS

1.0 General 1

2.0 Roles and Responsibilities 2

3.0 Training 6

4.0 Administration 9

5.0 Flight Operations 13

6.0 Dispatching and Tracking Flights 20

7.0 Aviation Safety and Security 23

Appendices

Aviation User’s Checklist 26Interagency Aviation Mishap Response Guide and Checklist Attachment

1.0 General

1.1 Objectives and Purpose This plan is designed to provide written guidance to aviation users regarding policies and regulations, and outlines the procedures to follow for safely planning and executing aviation missions commonly performed in the Medford District. This Plan is valid from July 1, 2012 through June 31st, 2013 and may be utilized for subsequent years if reviewed, edited, and resubmitted for approval signatures annually.

This plan is authorized and required by BLM 9400-.33F Aviation policy, the BLM National Aviation Plan, and the PNW State/Regional Aviation Plan. It is expected that Districts have unique procedures for managing their aviation programs commensurate with their workload and staffing capabilities. In all cases, PNW aviation policies may not be less restrictive than established national aviation policy, and local unit policy may be more, but not less restrictive than national or regional policy.

The objective of the Medford District Aviation Plan is to encourage safe, effective and efficient use of aircraft in support of Land Management Operations in conjunction with all applicable DOI 350-354 DM’s, BLM 9400 Manual, BLM National and State Aviation Plans. A completed/signed Unit Aviation Plan should be submitted to SORO by May 1st each year.

1.2 Introduction

The Medford District utilizes fixed wing and rotorcraft for a variety of aviation missions including wildlife surveys and counts, rehabilitation of burn areas, prescribed burning, weed survey/eradication, wildland firefighter training, and miscellaneous project work. Aircraft may also be used during search and rescue operations on a case-by-case basis with concurrence of the Fire/Fuels program duty officer.

Aviation operations are typically conducted over a variety of foothill and mountainous terrain with elevations ranging from 1,200 feet to 8,000 feet above sea level. Vegetation types range from grass and brush to Douglas-fir/White fir timber types. Typical climate conditions range from hot, dry summers to cold winters with snow in the mountains and fog in the valley. Afternoon thunderstorms develop frequently and suddenly during the late summer months. The interaction of strong wind and topography can create extreme hazards for all aircraft operations. During hot summer days, decreased aircraft performance due to high Density Altitude is a critical consideration when ordering and utilizing specific makes and models of aircraft, and when briefing Pilots and Aircrews. Special emphasis must be placed on calculating aircraft performance, strictly adhering to allowable payload limits, and performing risk assessments in accordance with the Aviation Safety Management System (SMS).

1.3 Policy ReferencesThis aviation plan supplements, but does not supersede the following national, geographic area, and state policy documents, guides, handbooks, and aviation plans which are referenced throughout this Plan.

Dept. of Interior, 350-354 DM Aviation policy and Operational Procedures Memoranda (OPMs)

BLM 9400, Aviation Management policy BLM National Aviation Plan PNW State/Regional Aviation Plan Interagency Aviation Training (IAT) Guide

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Interagency Helicopter Operations Guide (IHOG) Interagency Aerial Supervision Guide (IASG) Interagency Single Engine Airtanker Operations Guide (ISOG) Interagency Smokejumper Pilots Operations Guide (ISPOG) Interagency Aerial Ignition Guide (IASG) Interagency Aviation Transport of Hazardous Materials Guide Interagency Airspace Coordination Guide (IAIG) National, Regional, and Zone Interagency (Dispatch) Mobilization Guides NBC Aviation Contract (Flight Services procurement document) for the

operation being flown. Interagency Standards for Fire and Fire Aviation Operations (Redbook)

2.0 Roles and Responsibilities2.1 District & Field Managers

The District Manager has been delegated the responsibility from the State Director for all land management programs and operations, including aviation, within the District. The District Manager may in turn further delegate these responsibilities to the District Fire Management Officer who normally delegates the responsibility for program implementation to a District Aviation Manager.

2.2 District Aviation ManagerThe roles and responsibilities of the District Aviation Manager include, but are not limited to:

2.2.1 Serves as the focal point for the District Aviation program by providing technical oversight and management direction for the use of aviation resources in support of all Bureau programs in the District. Provides guidance and training for aviation users, clarifies and articulates Bureau and Departmental policies and regulations, and assists aviation users with developing and executing aviation project plans.

2.2.2 Ensures that all District aviation operations comply with DOI, Bureau, and State aviation policies, and briefs Flight Managers and Aircrews on safety procedures, flight following standards and other mission-specific requirements.

2.2.3 Identifies, develops, trains, and assigns personnel for local aviation position requirements. Ensures a qualified and current Flight Manager is assigned to each flight. Tracks the aviation training records for District personnel to ensure only current and qualified employees are allowed to fly, unless an exemption is granted by the State Aviation Manager (SAM) in certain unusual circumstances.

2.2.4 Develops the District Aviation Plan and performs annual updates, edits, and approvals commensurate with policy changes and directives.

2.2.5 Writes and/or approves Project Aviation Safety Plans (PASP) for all special use projects or mission flights, or provides guidance and assistance to Project Aviation Managers or Flight Managers in writing the PASP.

2.2.6 Ensures the proper procurement of DOI rental aircraft in support of District aviation activities (Ref. Chapter 4), and is responsible for reviewing and

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approving pay documents. (Note: Ordering aircraft is normally delegated to Aircraft Dispatchers per Mobilization Guide procedures.)

2.2.7 Documents aviation safety hazards, issues, and policy deviations via the SAFECOM system and implements corrective actions.

2.2.8 Ensures Aviation Security Plan, Boundary Airspace Management Plan/Checklist, and Incident Accident Response Plan are current/utilized.

2.2.9 Provides the State Aviation Manager with copies of the District Aviation Plan, each Project Aviation Safety Plan, and a copy of each AMD-23e Aircraft Use Report at the conclusion of a mission or period of Vendor hire.

2.3 Aircraft DispatchersLocal (District) Dispatchers are normally trained in aviation operations, policies, and procedures through NWCG courses and the Interagency Aviation Training (IAT) program. Aircraft Dispatchers perform a wide range of aircraft dispatching duties that include, but are not limited to:

2.3.1 Performing all duties in compliance with DOI, BLM (National, State, and District) and Interagency aviation policies, procedures, and regulations.

2.3.2 Confirming that all flight plans are documented in the appropriate format. Fire missions may utilize an Aircraft Resource Order. Non-fire Special Use flights require a Special Use Project Aviation Safety Plan (PASP) that is approved by the District Aviation Manager, Line Officer, and/or other appropriate authority. The BLM Flight Request Form 9400-1a may be used for tracking point-to-point flights and individual mission flights that are conducted under an umbrella Special Use Project Aviation Safety Plan.

2.3.3 Procuring/ordering DOI rental or contract aircraft in support of District fire and non-fire aviation activities per established AMD and District protocols, and Geographic Area procedures and mobilization guides, including documenting a cost analysis between multiple vendors via a Best Value Determination record (BVD, AMD Form 9) for non-emergency aircraft procurements per the instructions found at: http://amd.nbc.gov/fc/ara_order.htm

2.3.4 Approving/signing AMD-23e Aircraft Use Reports and other payment documents when directed/delegated, forwarding copies to the District Aviation Manager, SAM, and AMD.

2.3.5 Performing aircraft flight following using the Automated Flight Following (AFF) system and/or interagency FM radio systems, per BLM policies.

2.3.6 Coordinating dispatch activities with the District Aviation Manager, BLM Fire and Resource Managers, and Flight Managers in the planning and oversight of resource aviation missions to provide quality service to the field and ensure policy compliance.

2.3.7 De-conflicting military training routes (MTRs) and special use airspace, and coordinating flight activities with neighboring Dispatch Centers according to the District Airspace Boundary Management Plan, whenever a flight occurs within five miles of any dispatch area boundary.

2.3.8 Initiating emergency/SAR procedures as needed in accordance with the established and approved Interagency District Aviation Incident/Accident

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(Mishap) Response Plan. Dispatch Center Managers will conduct missing or downed aircraft simulations or practice drills with the Dispatch Center staff and FMO at least annually to ensure the Plan is understood and can be smoothly implemented when it’s needed.

2.3.9 Maintaining resource order and flight following documentation files, aircraft use statistics per local/District protocols.

2.3.10 Assisting the District Aviation Manager and Center Manager with developing and implementing a viable Dispatch Center Continuity of Operations Plan (COOP) that will ensure the safety of ongoing aviation activities in the event the radio system, computers, or other aspects of the Dispatch Center cease to function in the normal manner (i.e. prolonged power failures, storm damage to dispatch facilities, etc.).

2.4 Pilots The pilot in command is the final authority for the operation of an aircraft at all times, and is responsible for the safety of the flight and all personnel on board. The Pilot, Flight Manager, or Aircrew may terminate a flight at any time for safety reasons. The Pilot’s duties include, but are not limited to:

2.4.1 Compliance with FAA, DOI, BLM, and Interagency aviation policies.

2.4.2 Compliance with Interagency or DOI Aviation Contract or ARA specifications.

2.4.3 Providing aircraft safety briefings to Aircrew and passengers.

2.4.4 Filing flight plans and flight following with FAA or approved agency flight following facility; ensuring there are no deviations from flight routes/plans without notification and coordination with Dispatch.

2.4.5 Completion of weight and balance computations or a helicopter load calculation prior to commencing any flight.

2.4.6 Completion of the Aircraft Use Report (AMD-23e) for services rendered, providing his/her initials and signature on the appropriate lines.

2.5 Flight Manager A Flight Manager is a government employee who is responsible for coordinating and supervising a flight or aviation project, ensuring compliance with policy and aircraft contract requirements. Flight managers include fixed-wing managers and helicopter managers. Each manager complies with his/her appropriate Interagency Operations Guide and he/she must have completed the required IAT modules specified in Chapter 3 within the past three years. Duties include but are not limited to:

2.5.1 Plans, coordinates, and supervises aircraft operations according to DOI/BLM

policy.

2.5.2 Inspects the pilot qualification card and aircraft data card for currency and qualifications.

2.5.3 Briefs the pilot and Dispatch on mission details and provides operational safety briefings to aircrews, project leaders and passengers. Ensures the pilot gives a safety briefing to the Aircrew before flight operations commence.

2.5.4 Insures flights following procedures are adhered to in accordance to Chapter 6 and that flights do not deviate from the plan route or mission.

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2.5.5 Performs Project Inspector (PI) duties in reviewing and signing completed flight payment documents according to the procedures outlined in Chapter 4 below. Responsible for completing contract forms, daily diaries, and for providing copies of the daily aircraft use reports to Dispatch and the District Aviation Manager.

2.6 Aircrew MemberAircrew members perform an active mission function during Special Use or mission flights and, therefore, are not considered “passengers.” Only those employees who are essential to accomplish mission objectives may participate on Bureau flights. Aircrew members include, but are not limited to, aerial reconnaissance observers, biologists, helitack crewmembers, loadmasters, etc. The minimum training requirements for Aircrew Members is discussed in Section 3 below. Aircrew on fire missions are required to follow NWCG position requirements that apply to the red-carded position in which they are functioning. The training and currency records for Aircrew are tracked, monitored, and verified by the District Aviation Manager.

2.7 Passengers“Passengers” are those who are transported on government operated flights who do not perform an active role as Flight Crew or Aircrew. Typically, those who fly as “passengers” are on Point-to-point flights since they do not meet the definition of “Aircrew.” There are no specific training requirements for passengers other than receiving a pre-flight briefing from the pilot. Travel on BLM owned or procured/contracted aircraft is restricted to official travel. All passengers will be manifested and approved on a flight plan.

Those who are not official passengers shall be considered unauthorized and will not be transported on BLM aircraft.

NOTE: An employee may not fly on unapproved (private or cooperator agency) aircraft to perform a job-related function during off-duty hours. Circumventing DOI and Bureau Aviation policies could expose that employee to a significantly higher risk of injury or death if agency safety practices are not in place. Such actions would also violate several areas of 5 CFR “Standards of Ethical Conduct for Employees of the Executive Branch.” The adverse ramifications of “operating outside the scope of your employment” would be far reaching. Additional information on this subject may be found in detail in the State Aviation Plan.

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3.0 Training RequirementsAll BLM personnel who engage in or supervise aviation activities, and those with aviation management responsibilities, will meet training, currency and experience requirements commensurate with their assigned positions and responsibilities. The Interagency Aviation Training (IAT) program is a non-fire-oriented training program distinct from the DOI Learn system, the National Wildfire Coordinating Group (NWCG 310-1) Qualification System, and the BLM Incident Qualification and Certification System (IQCS). Personnel serving in NWCG red-carded (Fire) aviation positions need only meet the qualification and currency requirements specified in 310-1 and IQCS. All other Bureau personnel must meet the IAT training and currency requirements listed in AMD OPM-04 and the IAT Guide which is available for viewing at https://www.iat.gov/docs/iatprogram.pdf.

3.1 InstructorsAviation training may only be conducted by approved Interagency Aviation Trainers, AMD Training Specialists, or instructors who meet NWCG (Facilitative Instructor) standards for teaching fire-aviation courses such as S-270, 271, 273, etc. Basic and 200-level IAT aviation courses may be coordinated and presented at the Field Office or District level by a “Basic” IAT trainer. IAT aviation courses at the 300 level and higher will be requested through the State Office or AMD, and may be instructed by Intermediate or Advanced IAT trainers. Fire-related Aviation training at the 300 level or higher is coordinated through District Training Specialists or the Geographic Area Training Specialist.

3.2 DocumentationAll aviation training sessions presented at the local level will be documented on an AMD-106 or similar form and retained in local files. IAT instructors must enter completed IAT training (i.e. M-3 and B-3) in the national electronic database via the IAT web page. NWCG Fire aviation courses and completed position taskbooks will be entered into IQCS by the appropriate Account Manager or Training Officer in each District. Records should be reviewed and updated at least annually by the District Aviation Manager. Whenever a PASP is submitted for a project flight, the District Aviation Manager is required to consult the training records to ensure that the Flight Manager and all Aircrew are current with their required IAT training.

3.3 Position Training RequirementsThe following position descriptions are described in further detail in the IAT Guide.

3.3.1 PassengersPassengers do not perform as Flight Crew or Aircrew as described below. Those transported on fixed wing point-to-point charter flights between small airports not served by commercial airlines are typical examples of passengers.

3.3.2 Flight CrewPilots and Co-Pilots are considered the Flight Crew whose training and certification is based on FAA pilot rating requirements (14 CFR Part 61, 135, etc.) and the specifications listed in the USFS or DOI aircraft procurement document or flight services contract.

3.3.3 Aircrew MemberAn Aircrew member is a government employee who works around and aboard aircraft in a capacity that is essential to the safety and success of the mission. This may be a biologist, resource manager, GIS mapping specialist, helitack firefighter, etc. who is performing a reconnaissance or job related task aboard the aircraft. Aircrew may also include the ramp manager, timekeeper, radio

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operator, parking tender, loadmaster, etc. who performs a mission-related function at the aircraft base of operations. As a minimum, non-fire Aircrew must have completed the initial classroom B-3 “Combined Airplane and Helicopter Safety” training course (or the on-line refresher training) within the past 36 months, along with any other required IAT modules listed in OPM-4 or the IAT Guide. (Currently, BLM encourages, but does not require employees to complete the optional courses listed in the IAT matrix with the “AS” notation, which denotes “as specified” by an agency.)

Current IAT training modules required for Aircrew include:A-101 Aviation SafetyA-105 Aviation Life Support EquipmentA-106 Aviation Mishap ReportingA-108 Preflight Checklist & Briefing/DebriefingA-113 Crash SurvivalA-116 General Awareness SecurityA-200 Annual DOI Accident Summary Review

When functioning as the SOLE Aircrew member or as the lead Aircrew member of a group or module assigned to an aircraft, that individual is considered to be the Flight Manager (See 3.3.4 below.) Additional training requirements apply.

3.3.4 Flight ManagerIn BLM Oregon, non-fire resource helicopter missions are normally managed by an NWCG red-carded and qualified fire Helicopter Manager. If and when this is not feasible, non-fire helicopter missions may be managed by a qualified IAT “Resource Helicopter Manager” who has completed B-3 training and the nine additional IAT courses listed for that position in the IAT Guide. A non-fire Fixed Wing Flight Manager is required for fixed wing Point-to-Point flights, and a Fixed Wing Flight Manager-Special Use is required to oversee Special Use mission flights (i.e those missions listed in DOI-OPM-29, including fire detection, reconnaissance, wildlife surveys, etc.) Fixed Wing Flight Managers must complete B-3 and several additional on-line modules as listed in the IAT guide, DOI-OPM-4, and the BLM National Aviation Plan.

Note: In many cases, the Flight Manager may not be needed or even allowed to be physically on board the aircraft during certain Special Use mission flights (i.e. a helicopter long-line mission or low level fixed wing wildlife telemetry flight). In other cases, a decision may be required after considering the benefits vs. risk associated with putting the Flight Manager on board an aircraft for a mission that may be successfully performed by Aircrew members with specialized skills, especially if adding the Flight Manager would unnecessarily compromise aircraft weight and balance or performance limits, or if it will unnecessarily expose an additional employee to the inherent hazards of aviation. In either case, the Flight Manager is still required to oversee the planning, supervision, and administrative details associated with the mission.

3.3.5 SupervisorsSupervisors are responsible for employees that use aircraft to accomplish Bureau missions. Training for supervisory personnel must include aviation safety, aviation policy, risk management, and supervisory responsibilities. In addition to attending and completing B-3 one time, either online or in the classroom, Supervisors must attend the M-3 Aviation Management for Supervisors training and an M-3 refresher every three years thereafter. The refresher may be completed in a classroom or via the self-study on-line course available at www.iat.gov.

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3.3.6 Line Officers/ManagersLine Officers are responsible and accountable for the use of aviation resources to accomplish BLM programs, and are responsible for signing and approving every Project Aviation Safety Plan for mission flights on their agency Unit. They are required to attend DOI “M-2 Aviation Management Briefing for Line Managers” which highlights the DOI aviation management program, policies, and related responsibilities. Line Managers may complete an M-3 Aviation Management Training for Supervisors course (online or in a classroom) once every three years to maintain currency.

3.3.7 Aviation Managers (District or State level)The training requirements for those who plan, organize, direct, control, oversee, or administer aviation programs are listed in the IAT Guide, OPM-4, and in the BLM National Aviation Plan.

3.3.8 Aviation COR/COTRBLM Contracting Officer’s Representatives (CORs) and Alternate CORs on BLM Exclusive Use Aircraft Contracts are required to complete training on DOI aviation policy, contract administration, the technical aspects of DOI aviation contracts, and monitoring/evaluation of contractors. Initial and recurrent COR training requirements can be found in the DOI COR Manual at http://www.doi.gov/pam/CORManual.doc or obtained from AMD Contracting Officers. Other requirements for CORs are found in OPM-4 and the IAT Guide.

3.3.9 Aviation DispatchersA dispatcher who may receive, process, and place orders for aircraft, provide flight following and other aviation support services are required to complete an extensive list of courses published in the IAT Guide which involve attending a B-3, completing numerous on-line courses, and attending an ACE conference. Fire Aircraft Dispatchers must complete separate (additional) NWCG training courses including D-110 and D-312.

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4.0 Administration4.1 Aviation Contracts

Department of Interior Aviation policy (353 DM 1.2) states that, except for passenger seat fares on scheduled air carriers and cargo transported via government bill of lading, “All flight services shall be acquired through AMD.” This policy applies to all aircraft used for point-to-point passenger transport and non-fire emergency missions, and for some fire missions. (USFS-contracted heavy air tankers, Lead Planes, and USFS-owned government fleet aircraft are some exceptions. Another exception in western Oregon is wildland fire suppression which is delegated to the Oregon Department of Forestry via the PNW Interagency Master Agreement.) There are several Types of Contracts currently in use in the BLM. The District Aviation Manager and Dispatch Center Manager are responsible for ensuring the proper contract is utilized when ordering and using aircraft. Additional information regarding ordering aircraft is found in Section 6 below. Aircraft flight services in excess of $25,000 require an Exclusive Use aircraft contract, Variable Term contract or the use of: On-Call (AMD) or call-when-needed (CWN) (USFS) contract. Short term projects (< $25,000) may utilize the AMD Aircraft Rental Agreement (ARA) or the On-Call contract.

The AMD On-Call and USFS CWN contracts are competitive bid contracts that do not have a $25,000 limit like the ARA.

4.1.1 DOI/USFS Interagency Type 1 and 2 Helicopter Contract Any project or incident requiring the use of heavy and medium helicopters (nationally-controlled resources) must utilize this contract. Although flight services for non-fire projects in the off-season may be procured directly from the Vendor by Medford Dispatch, some coordination is needed with the Northwest Coordination Center, the Oregon State Office, and/or with AMD Contracting (or the AMD Western Region-Flight Coordination Specialist). Orders for these national resources to support Fire incidents must be placed through NWCC.

4.1.2 DOI On-Call Small Helicopter ContractOrders for light helicopters to support fire or non-fire (resource or law enforcement) projects must utilize this contract. Separate pricing and ordering/ use protocols for fire vs. non-fire project work are spelled out in the Contract that can be found at http://amd.nbc.gov/apmd/cwn/cwn.htm.

There are separate contracts for:

• Small helicopters (ICS Type 3) – 4 to 6 seat helicopters.

• Used for Fire Operations and Resource Management Projects.

• AMD On-Call C17.4.2.2 NON-FIRE and ONE-DAY FIRE missions can be hired on a daily availability and fixed flight rate basis or a project flight rate basis. Orders placed and accepted on the basis of payment for daily availability and the fixed flight rate will be subject to contract clause C17.4.2.1.

• Reference AMD On-Call C16.1.1 “….individual project cost comparisons and contractor selection rationale.” is required.

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4.1.3 AMD Aircraft Rental Agreements, Non-Fire – (ARA)ARA aircraft are not authorized for tactical fire operations. This method of procurement is still available for non-fire fixed wing mission aircraft and for only a few helicopters. There are no longer any fixed wing aircraft carded for Fire Air Tactical missions under the ARA. (As of 9/1/2009, there are very few helicopters available in Oregon under the ARA, but several available only through the On-Call Small Helicopter Contract, which is now the AMD-preferred source for hiring rotor-wing aircraft.)

The AMD ARA is used to procure services requested under a blanket purchase agreement (BPA), and are acquired under the authority of Federal Acquisition Regulations (FAR), Part 13, and BPA. These are not competitive contracts, thus have limitations of $25,000 total expenditure per ordered project. Projects requirements of more than $25,000 shall not be separated into several transactions to avoid expenditure limits. The AMD Regional Offices administer the ARA program through the Flight Coordination Centers. The AMD web site has a link to the Aircraft and Pilot Source list:http://amd.nbc.gov/ara_Disclaimer.htm

A “Best Value Determination Record” Form AMD-9 (BVD) must be completed and retained on file locally for any ARA procurement that is anticipated to exceed $2,500 (reference BLM NAP 3.13).

4.2 Contract AdministrationThe District Aviation Manager is responsible for the oversight of all aviation related contract administration activities. Flight Managers are responsible for the day-to-day administration of aircraft contracts including tracking pilot and driver duty hours, completing contract daily diaries and daily use/cost summaries, performing aircraft and service vehicle pre- and post-use inspections, documenting flight time and periods of availability/unavailability, and reviewing and signing AMD-23e Aircraft Use Reports for vendor payment via the procedures in Sec. 4.4 below. Flight Managers should complete and submit AMD Contractor Performance Evaluations at the end of the period of hire, forward the originals to the AMD Contracting Officer, and provide copies to the District Aviation Manager. (This request should be covered during the initial briefing with every Flight Manager who comes to Medford from the outside for an assignment.)

4.3 Flight Hours

4.3.1 Pilot Duty Hour LimitationsThe Flight Manager or Aircraft Manager is directly responsible for tracking and documenting the pilot duty hours on the appropriate form as specified in the contract and or the operational guide for that aircraft/mission (i.e. IHOG, ISOG, etc.). When duty hour limits are reached or will be reached imminently, the District Aviation Manager and/or Dispatch must be notified. If pilot duty limits are exceeded, a policy deviation has occurred that must be documented on a SAFECOM form, along with a description of the corrective action taken and a strategy for the prevention of future occurrences.The following standard duty limits are found in aircraft contracts and policy documents:

No more than 8 hours of flight time may be accrued during any duty day. Pilot may not be on duty for more than 14 total hours during any 24 hour

period, and must be given a minimum of ten hours off before the next duty day begins.

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Pilots must have had two full days off within the past 14 days Once a pilot has flown 36 or more hours (not to exceed 42) within any

six day period, he/she must be given the following full day off at which time a new 6-day cycle begins.

Flight Managers may cease flight operations if the pilot expresses or demonstrates symptoms of fatigue which may adversely affect pilot performance and flight safety. Aviation Managers at the national, State, or District level may impose other limitations such as reduced duty day or flight hour limitations which are described as “phase limitations” in the National Mobilization Guide.

4.4 Processing Pay Documents The Paper AMD-23 Aircraft Use Report will be utilized for all of 2012, but will soon be replaced by a new electronic payment method called Aviation Management System, or AMS. The Pilot (or another designated Vendor representative) is responsible for completing the header information at the top of the AMD-23, and the left half of the form with the itemized lines of services claimed for payment.

The Flight Manager is responsible for verifying that the information provided by the Pilot is accurate and correct, for completing the right half of the document with the appropriate Use Code for Flight Time (FT) lines, the Billee Code, and the complete and correct FBMS charge code. By writing his/her initials in the far right hand column, the Flight Manager is verifying that the vendor claims for payment are correct and that funds should be committed from the appropriate FBMS code.

For fixed wing flights, the District Aviation Manager, (or Dispatch Center Manager or State Aviation Manager as alternates) is authorized to verify the information provided by the Pilot and the Flight Manager, correct any errors or omissions, and sign the blanks at the bottom as the “Authorized Government Official.” The white original goes to AMD for payment, the yellow copy is retained for local files, and the blue copy is kept by the vendor or pilot. Photocopies should be provided to the necessary Bureau managers (i.e. a copy to the SAM, a copy for a resource project Lead, etc.).

For CWN helicopters, the Helicopter Manager is authorized to verify the information provided and sign the blanks at the bottom as the “Authorized Government Official.” Normally, the vendor will submit the white original to AMD for payment, the blue copy is kept by the vendor or pilot and the yellow copy is retained by the helicopter manager with copies provided to Medford Interagency Coordination Center and the District Aviation Manager. The Medford Interagency Coordination Center will be responsible for maintaining the District files. The District Aviation Manager will forward a copy to the State Aviation Manager. This process will change slight once electronic submission of the AMD-23 has been implemented but copies will be made available to the appropriate parties.

(Note: In certain understandable circumstances it may be impossible to acquire and verify/sign every payment document. When practical or feasible, an attempt should be made to acquire a copy of the AMD-23 or FS-122 document(s) or a cost summary via fax or mail for internal recordkeeping purposes. This should always be feasible for non-emergency, non-fire projects, even if a Flight Manager from the outside is utilized.)

Copies of AMD-23 pay documents and other contract administration documentation should be retained in District files for at least five years.

Invoicing and the issuance of payments is expected to be accomplished through a DOI Government provided electronic payment system. Contractors will be required to

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enter/confirm electronic data on a web based application with payment submission on intervals as stated above. The Government will provide advance information to awarded Contractors concerning the details of the system. Instructions on the electronic payment system are found on the web at:https://www.iat.gov/ams/download/AMD-23E%20Instructions.pdf

The AMD-23E is required for all DOI Non-Fleet Aircraft Use Reporting.

The Contractor will work in conjunction with the Government Representative to enter the Aircraft Use Data into the AMD-23E. As with previous billing arrangements, the Vendor will fill in the work that has been performed on the top and left side of the form and the Government Representative will complete all billing and charge code information on the right side.

4.5 End Product Contracts

End Product Contracts are not aircraft flight service contracts. They are used to acquire a product for the BLM (i.e., per-acre, per-unit or per-area, or per head basis). The intent of this type of procurement is for the contractor to supply all personnel and equipment in order to provide a “service” or “end-result.” Many contractors utilize aircraft to meet the performance objectives of End Product contracts for activities such as: animal capture, seeding, spraying, survey, photography, etc. Since these are not flight services contracts, the AMD does not perform any acquisition service. End Product contracts are administered from the state office or Denver NOC procurement units. All contracts with cost estimates greater than $100,000 are administered from the NOC. These contracts will be conducted in accordance with OPM-35. OPM-35 aids in determining whether an operation is being conducted as either “end-product” or “flight service” and supplements existing DOI policy regarding End Product contracts found in 353 DM 1.2A (3). If the provisions of 353 DM 1.2A (3) and OPM-35 are met, the aircraft will be operating as a civil aircraft and the aviation management principles normally required for public aircraft under BLM operational control do not apply.

5.5.1 End Product Contract Specifications

Specifications in the contract must only describe the desired quantity or quality of the service or contracted end-result. BLM contracting officers, procurement specialists and aviation managers at all levels must be aware of these requirements. BLM contracting officers and resource specialists must consult with BLM aviation managers if the acceptable language guidelines do not address a specific project requirement or the contract solicitation does not follow the guidelines in OPM-35. End Product contracts where contractors could conceivably utilize aircraft must be reviewed by the BLM SAM to ensure that specifications and language do not unintentionally imply or determine aircraft operation control.

The following list describes acceptable contract language for BLM End Product Con-tracts. • No contract language describing aircraft or pilot capabilities, standards or requirements or aircraft specific payment provisions. • The area of work should be described in terms of: scale of area, general topography, elevation, slope, vegetation, and accessibility by roads or off-road vehicles, land use restrictions for mechanized equipment, etc.

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• Aviation Regulations -Acceptable Language: “The Contractor shall comply with all applicable federal, state and local regulations.”

• Airspace Coordination – In areas of military airspace it is acceptable to describe any BLM coordination agreements with military airspace scheduling or range control authorities and that it is the contractors’ responsibility to coordinate their activities with the scheduling office or Range Control. Close coordination is necessary to ensure compliance with applicable airspace coordination agreements that states have with military authorities.

• Aircraft Equipment Specifications -Acceptable Language: Delete all reference to aircraft/equipment. Suggested example clause: “...Contractor is required to dem-onstrate to the government that the application equipment can be calibrated and will evenly distribute the designated seed at rates specified in the Project Area Narratives.” • Radio/Communication Requirements - Acceptable Language: “Contractor shall provide a communication system so that contractor personnel engaged in the project at different locations can communicate at all times with each other, and so that government Project Inspectors may communicate with the contractor at any time to discuss performance matters.” (The government VHF-FM radio system may have to be described.)

• Application validation: Marking/GPS - Acceptable Language: “Application equipment will be capable of physically marking or electronically mapping application routes to ensure that seed/fertilizer is applied evenly and completely and at the specified rates.”

• Transporting, Passengers and Equipment - Acceptable Language: “Only approved contractor personnel, contractor equipment and government-provided equipment required for performance ... will be transported by contractor vehicles, trailers, animals or equipment.” • Safety Hazards - Acceptable Language: “Any ground or aerial hazards that would pose a danger to Contractor’s personnel or operating equipment must be identified and mitigated by the Contractor prior to commencing operations”.

• Aircraft Use Reporting - Acceptable Language: Do not mention or require flight hour/aircraft usage reports.

5.0 Flight Operations:5.1 The following requirements apply to ALL aviation operations that are managed under

BLM operational control in Oregon.

5.1.1 All aviation operations will comply with the appropriate Federal Aviation Regulations (14 CFR Parts 91, 133, 137, etc.), Department Manuals (DM) 350 through 354, DOI-Aviation Management Operational Procedural Memorandum (OPMs), BLM 9400 aviation policy, the BLM National Aviation Plan, and the BLM Oregon State Aviation Plan. All Fire-related Aviation Operations will be conducted in accordance with the appropriate handbook or guide for the type of aircraft/mission being flown (i.e. IHOG, IASG, ISOG, etc.) See Section 1 above for a list of appropriate operational policy guides.

5.1.2 Only authorized personnel essential to the mission may fly on BLM procured and managed flights. Cooperator agency personnel may take part on BLM

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flights as Aircrew if deemed “essential to the mission,” if trained to the standard in Sec. 3.3.3 above, and with Line Officer and State Aviation Manager approval. Exceptions to the training requirement include red-carded firefighters responding to a wildfire incident or passengers on a one-time, non-fire mission that is planned on short notice. Those individuals MUST be briefed and supervised by a qualified Flight Manager. Approval for non-fire exceptions will be approved by the State Aviation Manager.

5.1.3 A manifest must be prepared anytime an aircraft will be used to transport personnel and cargo. An accurate record of the names and weights of each passenger and the weight of each piece of baggage/cargo on each individual flight must be documented, and a copy left on the ground or with a responsible individual (Helibase Manager, Aviation Manager, or Dispatcher). The Flight Manager will provide the manifest to the pilot who will ensure that the weight of personnel and cargo is below the maximum allowable payload, within the required aircraft weight and balance limits (i.e. fixed wing CG envelope) and within the performance envelope for the expected flight altitude and temperature.

5.1.4 Per 14 CFR 91.3, the Pilot in Command is directly responsible for, and is the final authority as to the operation of that aircraft. However, any passenger on that aircraft or any official with responsibility for managing the operation (i.e. Helicopter Manager, Flight Manager, etc.) may decline, postpone, or terminate a flight due to safety related concerns at any time, and without reprisal. This must be communicated during aviation safety training sessions and pre-flight briefings. Suspending a flight operation due to a safety concern will normally require briefing the District Aviation Manager, and may warrant submitting a SAFECOM to document the circumstances and decision.

5.1.5 Flight following standards shall be maintained at takeoff and landing and at 15 minute intervals during the flight as defined in section 6.3 below. Frequencies to be used will be discussed with dispatch prior to the flight. Fire aircraft are required to monitor National Air Guard (168.625 Rx/Tx, Tx tone 110.9) at all times.

5.1.6 A qualified Flight Manager will be designated, and a Project Aviation Safety Plan (PASP) will be written. The PASP will be approved by the District Aviation Manager (and SAM for high risk operations) and signed by the District Manager for all non-emergency, non-fire mission flights.

5.1.7 Only aircraft and pilots that have current DOI or Interagency approval cards for the mission to be flown will be used. The designated Flight Manager must physically inspect pilot and aircraft cards prior to beginning a mission or project to verify the aircraft N-number, make and model, and vendor name on the aircraft and pilot cards match the aircraft and pilot to be utilized, and that the expiration date has not elapsed. Some Cooperator agencies have been issued DOI-AMD letters of approval or authorization that allows the Bureau to utilize specific aircraft and pilots. Cooperator and military aircraft may be used only when no other suitable contract aircraft are available from the private sector AMD source list. Cooperator Letters of Approval normally have a one year expiration interval, and will specify which missions are approved for Bureau use.

5.1.8 A multi-engine aircraft with a flight crew of two (pilot and copilot) is required anytime an aircraft is being operated in Instrument Meteorological Conditions (IMC) under Instrument Flight Rules (IFR) with agency personnel on board.

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Only point-to-point flights may be conducted under IFR.

5.1.9 Night flights, which occur between 30 minutes after sunset and 30 minutes before sunrise, are not allowed in single engine aircraft carrying passengers. Only non-tactical, point to point or ferry flights, may be conducted at night.

5.1.10 All flights require some kind of pre-flight briefing. A standard FAR Part 135 safety briefing is required by the pilot for point-to-point flights. Special Use missions require an interactive briefing between the Pilot, Flight Manager, Aircrew, and Dispatch that covers additional specific mission details. The PASP, project map, mission risk assessment, and SMS assessments are all designed to be utilized as briefing tools. Though not specifically required by policy, a post flight briefing is highly recommended at the conclusion of every mission flight.

5.1.11 The pilot-in-command is responsible for determining the aircraft performance capabilities and limitations for the expected altitude and temperature of operation, before commencing any flight. (Ref.14 CFR 91.103). This requires an assessment of weather information and completion of a fixed wing weight and balance calculation or a helicopter load calculation.

5.2 General Use (Point-to-Point) Flights Typically a point-to-point flight originates at one developed airport or permanent helibase and flies directly to another developed airport or permanent helibase. Requirements include a Cost Analysis, an approved (9400-1a) Flight Request Form w/ itinerary and manifest, a designated Flight Manager, use of an AMD (or USFS) approved and currently carded pilot and aircraft, an FAA Flight Plan or Agency flight following performed by a Dispatch Center, and an aircraft safety briefing given by the pilot to the passengers.

5.3 Special Use (Mission) FlightsSpecial Use or Mission flights are defined as all flights other than point-to-point, where the purpose is to accomplish a resource management-related task (i.e. aerial reconnaissance, firefighting, law enforcement, etc.). Special Use flights require special techniques, procedures, and considerations. A list of Special Use flight operations is found in 351 DM 1.7 and OPM-29.

Note: OPM-29 introduces an additional category of flight called “High Reconnaissance,” that lies somewhere between “Point-to-Point” and “Special Use” based on subtle differences in how an aircraft is maneuvered. In order to conform to Chapter 5.7 of the National Aviation Plan, Oregon BLM will consider all flights as being either Point to Point or Special Use. All fixed-wing reconnaissance missions in Oregon (performed above 500 ft. AGL) are considered Special Use.

The following requirements apply for all Special Use missions in Oregon:

5.3.1 All non-emergency Special Use flights require a Project Aviation Safety Plan (PASP) which must be reviewed and signed/approved by the District Aviation Manager, the Field or District Manager. Higher risk missions will be approved by the State Aviation Manager and may require approval by the State Director and/or the National Office.

If a certain special use mission is going to occur repeatedly throughout the year, a single PASP may be written and approved that is valid for the entire

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year. A 9400-1a Flight Request will be submitted each time a flight occurs under that umbrella Plan. The PASP should be modified and resubmitted for approval whenever there is a significant change in the flight profile, such as a new flight route, a significant change in the work being performed, or change in the category of aircraft to be used. The District Aviation Manager is responsible for directing and assisting aviation users in writing the PASP. Flight Managers will use the PASP as a pilot and Aircrew briefing tool before commencing a flight. A copy of all PASPs will be routed to the State Aviation Manager prior to flying a mission. As a minimum, each PASP must contain the following:

Name and description of project including dates, locations, elevations, and documented justification for use of aircraft as opposed to other means.

Type(s) of aircraft to be utilized and the N# or call sign if known. Aviation organization including the names of Flight Manager, Aircrew, and

their planned roles/responsibilities. Personal protective equipment (PPE) requirements. Flight following procedures and frequencies to be used. Fueling locations and responsibilities (if applicable). Notification, response, and medical evacuation procedures in case of

incident/accident (Ref. HDD Aviation Mishap Response Plan). Aerial Hazard and Flight Area/Route Map Management Code (FBMS #) that will pay for the flight Documented risk assessment work sheet (plus a go-no-go decision

checklist, if applicable). See Chapter 7, Exhibit 1 for a sample risk assessment worksheet.

5.3.2 The pilot and aircraft must be specifically carded and approved for the mission to be flown, and the appropriate contract must be utilized. (Ref. Chapter 4 –Administration, for information on Contracts.)

5.3.3 Employees engaged in Special-Use activities must be trained, qualified, and considered essential for the planned operation (Ref. Chapter 3 above for training requirements.) Volunteers are not allowed to participate on Special Use mission flights per the BLM 1114 Volunteer employee policy (for reasons unrelated to aviation policy/safety.)

5.3.4 Positive agency flight following must be utilized. An FAA flight plan filed by the pilot and Vendor company flight plans are not approved methods for tracking and monitoring Special Use flight. (See Chapter 6 below for more details.)

5.4 Law Enforcement missions Law enforcement missions are a common occurrence in the Medford District. Most DOI aviation contracts have specific language in the very beginning of the document (under “Scope of Contract”) that “law enforcement limited to non-threatening surveillance” as one of several mission types the Vendor may be asked to perform under that contract. It is therefore contractually inappropriate to utilize most DOI-exclusive use or on-call contract aircraft for any other LE missions. If any other type of mission, such as a tactical raid or an eradication mission involving sling loads needs to be performed, every effort must be made to utilize other Cooperator agency aircraft (such as county sheriff departments, National Guard, etc.) to perform the mission on behalf of the Bureau WITHOUT our employees on board. Unless there is an imminent emergency or threat to life and death circumstance, law enforcement missions will be treated in the same manner as other non-emergency projects. The following requirements apply: at least a week or two advanced notice, a Project Aviation Safety

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Plan signed and approved by the District Manager, flight following, PPE (if using a helicopter), flight route or area map with hazards, aviation risk assessment, briefings, etc. Law enforcement personnel statewide are expected to maintain their IAT training currency at least to the Aircrew level (if not Flight Manager).

It is understood that the possibility always exists that a Law Enforcement Special Agent may be required to fly on another agency’s aircraft or on a BLM contracted/procured (carded vendor) aircraft with very little or no advanced notice in response to an unexpected disaster in which there is an imminent threat to life and property. In these situations, the mission flight may proceed without undue barriers, and the Bureau law enforcement personnel will be expected to participate in the mission using sound judgment, apply the safety principles acquired in IAT training, and refrain from taking unnecessary risks. Prior to participating in mission that deviates from Bureau aviation policy, the BLM State Office Special Agent in Charge (SAC) must be consulted and give approval for the Bureau employee to participate in that mission. A follow up report (i.e. SAFECOM) may be required after the mission is complete that explains the circumstances that justified the deviation from aviation policy that may have occurred.

5.5 Low Level Flight No flights are allowed below 500 feet AGL with fixed-wing aircraft (as per the State

Aviation Plan) with the exception of certain fire operations, such as retardant drops, Lead Plane and ASM operations, and paracargo drops from smoke jumper aircraft. Helicopters will be utilized to fly all low-level, non-fire missions.

BLM 43CFR 8351.2-1.8 , prohibits operation or use of any aircraft within 1,000 ft. of water surface in sections of the Wild Rogue River from June 1 to September15. This could be cited by BLM LE for a Class B misdemeanor but has rarely if ever been c. However, it is often included as a condition in permits issued and administered by the BLM.

5.6 Transportation of Hazardous Material The transportation of hazardous material will be accomplished according to 350 DM2 and the Interagency Aviation Transport of Hazardous Materials Handbook (NFES-1068). The current handbook, DOT-9198 Letter of Exemption, and the Emergency Response Guidebook must be on board any aircraft carrying hazardous materials.The transportation of dogs or other pets will not be allowed.

5.7 Flight HazardsFlight Hazard maps will be maintained as discussed in Chapter 7 of this plan, and will be reviewed and discussed in briefings prior to commencing any mission. During initial attack fire mobilization, Dispatch is responsible for assessing the flight hazards in the vicinity of the reported fire and must communicate any known hazards to responding pilots and flight crews. The Pilot and Flight Manager are responsible for conducting a high level reconnaissance to locate and identify additional hazards prior to descending to a low level altitude (below 500 ft. AGL) to perform a helicopter mission.

5.8 Sterile CockpitPilots must be given every possible opportunity to hear and communicate with other aircraft (i.e. in an FTA or in the vicinity of an airport), and the opportunity to focus on flying the aircraft during critical missions that demand his/her attention and concentration. Communications inside an aircraft will be limited to only that which is immediately essential to the safety of flight any time an aircraft is operating within five miles of an airport or helibase, during take offs and landings, and during critical missions such as cargo letdown and aerial ignition operation.

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Exhibit 1: Sample Risk Assessment Worksheet and Go-no-go checklist

Chart 3-2:Risk AssessmentMatrix

HAZARD PROBABILITYFrequent Likely Occasion

alSeldom Unlikely

A B C D E

EFFECT

Catastrophic

I ExtremelyHigh (4)

Medium

Critical II High (3) MediumModerate III High Medium (2)

Low (1)Negligible IV Medium

RISK ASSESSMENT WORKSHEETAssess the risks involved with the proposed operation. Use additional sheets if necessary.

Assignment: Date:

Describe Hazard: Probability(A-E)

Effect(I-IV)

RiskLevel

1.

2.

3.

4.

5.

6.

Mitigation Controls: Probability(A-E)

Effect(I-IV)

RiskLevel

1.

2.

3.

4.

5.

6.

Operation Approved by: Title: Date:

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A RISK ASSESSMENT is the analysis of physical hazards and operational procedures to arrive at a GO/NO-GO decision. Risk assessments support informed GO/NO-GO decisions which are the responsibility of line management. The pilot retains the final authority for a NO-GO decision when safe operation of the aircraft is a factor.

If you answer NO to any of the elements, stop and re-evaluate.

The following is designed to provide the aircraft user or manager a checklist to help determine a GO/NO-GO decision.

YES NO GO/NO-GO CHECKLIST

1. Aircraft data card, checked, mission approved.

2. Pilot qualification card, checked, mission approved.

3. Pilot flight/duty limitations checked.

4. Manifest completed and left at departure point.

5. Weight and balance completed by pilot.

6. Mission approved by management. PPE available and worn if needed.

7. Pilot briefed by personnel on intended missions and hazards.

8. Aircraft safety briefing provided to passengers.

9. Personnel trained and qualified for mission.

10. Flight plan completed; flight following procedures established and operational.

11. Hazard map reviewed for low-level flights.

12. Weather forecast received, winds within prescribed limits.

13. Cargo weighed, checked and secured.

14. Survival equipment available if required.

COMMENTS:

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6.0 DISPATCHING AND TRACKING FLIGHTS6.1 Fire Missions

Tactical and logistical flights in support of wildland fire or all-risk incidents will be ordered and tracked via a resource order or ROSS per the established procedures in the National and Geographic Area Mobilization Guides.

6.2 Ordering Flights All non-Fire flights will be arranged through the Medford Interagency Coordination Center (Dispatch). Special Use Flights require a Project Aviation Safety Plan (PASP) that is approved by the District Aviation Manager and District Manager via signature (see 5.3.1). A BLM 9400-1a Flight Request form will be used to document each day of flight that is conducted under the umbrella PASP. Requests should be submitted at least one week in advance since it may take several days to conduct/document the cost analysis, locate a suitable aircraft/vendor, and finalize the ordering process. Dispatch will perform and document some level of cost analysis using the Best Value Determination (BVD) process that is outlined on the DOI-AMD website. DOI Aviation Contracts now contain specific written guidance on how flight services will be ordered and documented. The District Aviation Manager will assist in this process to ensure that an aircraft with an adequate margin of performance and safety is selected for the mission environment (altitude and temperature), and to ensure that any special needs are met. A BLM 9400-1a Flight Request form is located at: http://fire.ak.blm.gov/content/internal/aviation/9400-1a.pdf

6.3 Flight Following According to 9400.45.C.3 policy, “flight following is the responsibility of the scheduling office and will remain so until transferred through positive hand-off to another facility or office.” The BLM National Aviation Plan, DOI Aircraft Contracts, and the AMD Aircraft Rental Agreement all state that, “Pilots are responsible for flight following…” In practice, flight following is ultimately a shared responsibility between the pilot, the Flight Manager, project Aircrew personnel (i.e. ABRO or HEMG on a helibase), and the Aircraft Dispatcher. Flight following procedures, check-ins and actions will be documented on the 9400-1a, Resource Orders, ROSS, radio logs, or other written records. (Flight following locally on a project or incident site must comply with the requirements in Section 6.3.4 below.)

Whenever a BLM Flight Manager is on board an aircraft, he/she should initiate the 15-minute radio check-ins with Dispatch in order to allow the pilot to focus full concentration on flying the aircraft. Basic principles of Crew Resource Management dictate that this should be addressed and discussed in the pre-flight briefing. Government personnel may operate Vendor aircraft radio systems only with full concurrence and a briefing by the pilot in command. Deviations from FAA or agency flight plans are allowed only for weather or other reasons related to aviation safety. All BLM flights will be tracked utilizing one or more of these methods:

6.3.1 An FAA Instrument Flight Rules (IFR) flight plan or Visual Flight Rules (VFR) flight plan filed with FAA, filed and activated by the pilot, and tracked by radar and/or radio contact with an FAA facility (point to point flights only).

6.3.2 A written agency flight plan utilizing radio check-ins with Dispatch offices at 15-minute intervals. An exception or alternative to the normal 15-minute check-in interval (not to exceed one hour) may be approved if it is planned, identified, and justified in the Project Aviation Safety Plan (PASP), under certain extenuating circumstances. If radio flight following is the sole method used, then each check-in will state current position (Lat. Long. or geographic location), heading, and status/intentions. When flying into known radio "dead

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spots" or when landing to refuel, Dispatch will be informed of the location and given an estimated timeframe that the aircraft will be out of contact. The aircraft will resume radio contact with Dispatch as soon as possible. Actions to be taken to mitigate the risk of working in known radio “dead spots” should be addressed in the Project Aviation Safety Plan. The Flight Manager may wish to consider planning and implementing local, on-scene flight following if the requirements listed below can be met.

6.3.3 Satellite/electronic tracking systems that meet agency approval, such as Automated Flight Following (AFF) may be utilized in Dispatch to supplement, but not completely replace, conventional Flight Following methods. While most tactical fire aircraft now have AFF transmitters installed, some contracts used for non-fire missions (such as the AMD- ARA) do not yet require AFF. Procedures for the use of AFF are defined in the Dispatch Center Operating Plan and the National Mobilization Guides.

6.3.4 Local/on-scene flight following by incident or project personnel may be implemented and utilized only when certain requirements are met and in place.

Pre-identified and approved in Special Use Safety Plan. Personnel properly trained and qualified. Flight following procedures discussed in pre-flight briefings. Methods of flight following are in place and tested, including

communication with Dispatch, before flight operations begin. Positive, clean “hand-offs” must occur between Dispatch and the project

site when local flight following begins and ends. Backup/alternate communication devices in place, available, & tested. Fifteen minute check in interval (or visual contact) with aircraft is

maintained and documented on a field radio log. Emergency accident and lost communication procedures must be

briefed and understood by project flight following personnel, the pilot, Flight Manager, and Dispatch.

Any mission flight in which positive radio contact cannot be established or is lost will be terminated at the earliest opportunity and may not resume until the problem is resolved. Lost communications should be documented and explained via a submitted SAFECOM form.

6.4 Airspace Coordination Aviation activities will comply with Interagency Airspace Coordination Guide.Dispatch is responsible for making the necessary notification calls to deconflict Special Use Airspace and any MTR when a fire or mission occurs within 10 miles of the route centerline. Requests for Temporary Flight Restrictions (TFRs) are sent to the appropriate FAA facility (via established channels and Mob. Guide procedures), and NOTAMs issued by the FAA will be disseminated by Dispatch.

Dispatch is responsible for advising pilots whether aerial supervision is in place when multiple aircraft are responding to an incident. A Dispatcher’s airspace coordination responsibilities DO NOT replace or supersede the requirement for pilots to see and avoid other aircraft, to obtain current information about the airspace in which they intend to fly, and to acquire current NOTAMS that have been issued by the FAA. Pilots must still communicate position, altitude, heading, and intention to other pilots, and employ “see and avoid” tactics at all times. Situational awareness, active visual scanning and listening skills, and timely communication are the keys to successful traffic separation and airspace coordination.

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While the word “deconflict” is not in the dictionary, it is a commonly referred aviation term describing the process of reducing the risk of a mid-air collision or a TFR intrusion. Airspace deconfliction can occur for both emergency response and non-emergency aviation activities.

Deconfliction can be accomplished through the following measures. Pilots must obtain all information pertinent to flight before flying. This is accomplished by obtaining a briefing from the FAA through the flight service stations. This is the official source of NOTAM information.

Dispatching units may obtain scheduling information from DOD units that have special use airspace or military training routes and share this information as “hazards” information on the resource order when the aircraft are dispatched. For non emergency flights, information may be shared through common communication protocol. Aviation Internet websites are prolific on the internet. When used for obtaining airspace information, the user must be aware of any disclaimers regarding the timeliness of the information posted. The FAA’s U.S. NOTAM office provides current TFR information through DOD Internet NOTAM Service (DINS) at: https://www.notams.faa.gov/dinsQueryWeb/ and http://www.faa.gov

6.5 Boundary Airspace Management Each Dispatch Center in Oregon is required (per the BLM National and State Aviation Plans) to develop and implement a boundary airspace management plan, checklist, and procedures for notifying neighboring dispatch centers whenever there is flight activity occurring within five miles of a Dispatch area boundary. Aerial operations on or adjacent to agency/cooperator boundaries, or fire suppression jurisdictional boundaries, require increased management and interagency coordination. The purpose of this plan is to identify such boundaries and provide a means of communication, coordination, and airspace de-confliction within those areas.

Agencies conducting flight activity within the boundary corridors should implement notification procedures to adjoining agencies and cooperators (reference IACG Chapter 7 for details).

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7.0 AVIATION SAFETY and SECURITYAviation safety standards and requirements are identified and described in detail in the policy reference documents, guides, and handbooks listed in Chapter 1 above. The BLM Oregon State Office and the Medford District have adopted Safety Management Systems (SMS) as our guiding philosophy and approach to managing our aviation safety program.

7.1 Safety Management SystemsThe goal of the BLM is to develop a safety culture that achieves and maintains a zero accident rate. A highly successful safety culture is achievable when every person in the organization accepts that safety is a conscious and ongoing mindset and not just a box to be checked. Since safety is a dynamic non-event, we must continuously seek out and eliminate latent defects within our systems and culture. By being proactive and employing systematic procedures, practices, and policies in managing aviation safety, we can eliminate the potential causal factors that lead to accidents. The four components of SMS are safety policy, safety risk management, safety assurance, and safety promotion.

7.1.1 Safety PolicyManagement has defined the policy that conveys aviation safety expectations and objectives to employees. The expectations are that aviation personnel will adhere to the stated policies, and employ sound judgment and best practices. The Departmental Manual, BLM 9400, and the National and State Aviation Plans address roles, responsibilities, and authorities regarding aviation safety at each organizational level. Every line officer, manager, supervisor, and employee is expected to manage risk exposure by identifying and abating hazards, refusing to accept unnecessary risk, and making risk-related decisions at the appropriate level.

7.1.2 Safety Risk Management: The objective of a Safety Management System (SMS) is to provide a structured management system to control operational risk. Risk is described in terms of pre-identified hazards, the likelihood those hazards will be manifested, and the severity of the consequences should a mishap occur. We use this knowledge to establish requirements and take steps to insure that they are met. Ultimately, the agency applies this knowledge to identify new hazards, make sound risk decisions, and implement risk controls. A Project Aviation Safety Plan is an example of one method by which risk is assessed, documented, communicated, and approved by management as being within acceptable limits.

7.1.3 Safety AssuranceThe safety assurance component involves processes for quality control, mishap investigation and program reviews. Repeated exposure to risk without incurring an incident creates complacency and a loss of respect for risk, or “normalization of deviance.” Statistically these deviations will eventually manifest themselves in an accident scenario. Proactive management recognizes the need for controls to manage hazardous behaviors and pull employees back into best practices. Safety Assurance requires validating controls and mitigations.

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7.1.4 Safety PromotionAn organization that operates under SMS must promote safety as a core value with practices that support a positive safety culture. Safety promotion can be accomplished through safety awards, training and education systems (i.e. IAT) and communication. Publications such as Safety Alerts, Aviation Lessons Learned, Aviation Accident Prevention Bulletins, are designed to promote open lines of communication, both up and down the chain of command.

7.2 Protective Clothing and EquipmentSEAT Pilots, ASM flight crews, and all Aircrew and passengers on all helicopter flights are required to wear the following Personal Protective Equipment (PPE): Aviator's protective headgear (flight helmet), leather or Nomex gloves, fire resistant (Nomex) clothing, and leather boots that extend above the ankle. There is an interagency exception to the flight helmet requirement for firefighters who are being transported from one staffed/established fire helibase or helispot to another. Flight helmets, flight suits or other Nomex clothing and gloves are available for users to check out at the Medford Field Office fire cache or contact the District Aviation Manager.

Per OPM-29 and the Oregon State Plan, fixed wing missions conducted above 500 ft. AGL including precision reconnaissance, resource reconnaissance, and fire reconnaissance are considered special use, but do not require full PPE. At the very least, long pants, a long-sleeved shirt, and adequate shoes are required for these kinds of missions.

7.3 Winter Clothing RequirementsDuring the winter months, a coat and winter cap with ear protection, or a parka with hood, along with appropriate footgear and winter gloves are highly recommended. These items should be worn or carried in the aircraft cabin. When PPE is required, all winter clothing must be worn in accordance with the DOI Aviation Life Support Equipment (ALSE) Handbook. For example, layers that are worn underneath the Nomex flight suit must be made of natural fibers such as cotton or wool. Items made of synthetic materials, such as fleece or Goretex, may be carried on board in a pack, and may be donned after exiting the aircraft if needed for field extended work.

A personal survival kit is highly recommended for each Aircrew member or passenger on every flight, commensurate with seasonal or environmental conditions in which the flight is conducted. Many accident reports have historically confirmed that survival equipment that is not carried directly on a person (i.e. in a vest or belt pack) is frequently either destroyed or rendered inaccessible after an accident has occurred.

7.4 Flight Hazard Map A flight hazard map will be maintained in Dispatch, and a hazard map of a flight route or area will be utilized during pilot and passenger briefings. Dispatch will gather information to update the Flight Hazard Map. All employees are responsible for providing Dispatch with any information about previously unmapped hazards, including the type, location, and approximate height of the object. Digital sectional aviation maps are provided by the State Office GIS specialist to the Dispatch Centers annually.

7.5 Overdue/Missing Aircraft and Incident/Accident Response ProceduresOverdue and Missing aircraft will be handled in accordance with procedures established in the Medford District Interagency Aviation Mishap Response Guide and Checklist (on file). Accidents/Incidents will be immediately reported to the aircraft dispatcher in Medford Interagency Coordination Center. All accidents require immediate notification to the State Aviation Manager, the BLM National Aviation Safety Program Manager, and a call to the 24 hour DOI-Aviation Safety reporting number (1-888-4MISHAP).

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7.6 SAFECOM Reporting Employees and Contractors are encouraged to utilize this tool for reporting any condition, observance, act, maintenance problem, or circumstance which has the potential to cause or prevent an aviation-related accident. While it is imperative that problems and issues be addressed with corrective action taken at the local level, it is beneficial to share problems and solutions system-wide. The District and State Aviation Managers and Dispatch must be immediately notified of all accidents or incidents involving injuries or property damage, or those with serious potential.

The SAFECOM system encourages open and honest reporting of our mistakes and failures, as well as our successes, and shall be promoted by all levels of management for the sharing of lessons learned. SAFECOMs must be utilized appropriately in a non-punitive manner for accident prevention purposes. They should be utilized in safety briefings and after-action reviews, only after being properly processed through the system and released publically in the final format.

SAFECOMs are electronically submitted at www.safecom.gov which automatically enters them into the national database. The “authored by/reported by” block of information is optional but extremely helpful to complete so that aviation managers can contact the reporting person if there are additional questions or further action needed. If you are not sure whether an observed act or incident warrants submitting a SAFECOM, contact the District or State Aviation Manager to discuss it. When in doubt, do not simply “let it go” since the next flight may result in an accident. Reporting statistics have proven a direct relationship between reporting and accident occurrences. As safety reporting increases, the number and frequency of accidents decreases. For an organization to truly evolve into an HRO “Safety Culture,” it must also become a “Reporting Culture.”

7.7 Safety education and information sharingThe District Aviation Manager is responsible for acquiring and posting DOI and Interagency Aviation Safety Alerts, Accident Prevention Bulletins, Aviation Lessons Learned bulletins, SMS Guides and assessments, and other publications and notices. These may be issued from the National or State Office level for field use, or may be downloaded directly from DOI, BLM, and USFS Aviation Safety websites.

7.8 Aviation Security The 2012 BLM National Aviation Plan provides the following guidance in Chapter 8. An Aviation Security Risk Assessment will be performed on all BLM aviation facilities, temporary bases, and aviation airport facilities where BLM owned or controlled aircraft are regularly or intermittently based. Additional information and the Security Risk Assessment form can be found in the DOI “Field Reference Guide for Aviation Security for Airports or other Aviation Facilities” that can be accessed via the following website: http://www.blm.gov/nifc/st/en/prog/fire/Aviation/Avsecurity.html.

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Appendix 1: Aviation User’s Checklist

The following checklist is a summary of the Medford District aviation policies and procedures above, condensed in a format useful for the field user who is planning an aviation mission. It is divided into the various phases of mission planning, execution, and completion. Checklists and procedures which are specific to Fire Helitack or SEAT operations are found in detail in other Appendices written specifically for those operations, and are therefore not included in this list.

Two or more weeks before a flight mission will occur:

Consult with the District Aviation Manager and/or Dispatch to provide preliminary information regarding the proposed mission. The following minimum information is needed for the process to get started:

o Purpose and justification of missiono Proposed date(s) and durationo Amount of funding available or expected to be spent on flight serviceso Name of the Project Lead and proposed Flight Manager o Category of Aircraft requested (fixed wing or helicopter)o Location information (especially elevations to be flown)o Number and weight of people who need to participate (Aircrew) and cargo

Develop a Project Aviation Safety Plan (PASP) with the preliminary information above and the following additional information (This may require District Aviation Manager’s assistance and additional coordination with Dispatch to complete.)

o Frequencies and methods of flight following to be utilizedo Map of flight route or area to be flown (Address areas of Concern i.e. Wild

and scenic corridor and Soda Mtn. Wilderness.)o FBMS Charge codes that will pay for the flighto Risk assessment worksheet to identify and assess potential hazardso Contingency plan for emergencies or if mission cannot be completed(see

attached pg. 31 for Medi-vac sites on the Wild and Scenic corridor)o Personal Protective Equipment (PPE) to be required and utilizedo Any specialized equipment needs or pilot/aircraft carding requirements

(i.e. external cargo, external telemetry antenna, Ag-Nav GPS mapping)o Prepare the 9400-1a Flight Request form with manifest and schedule

Aviation Manager or Dispatch will: Assist with selecting the appropriately-carded aircraft and pilot for the

mission utilizing the appropriate procurement document (contract) source list, and order a fuel vehicle if needed (for remote helicopter operations).

Complete and document the cost-analysis (i.e. using the Best Value Determination, or BVD, worksheet. http://amd.nbc.gov/fc/ara_order.htm)

Assist with the completion of the PASP and the routing of the document for review and approval signatures. Send a copy of the PASP to the Vendor.

Perform any necessary airspace-boundary, or MTR de-confliction Brief the user on the aircraft and vendor to be utilized and the

date/time/location that has been arranged for the initial briefing.

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Confirm IAT currency of proposed Flight Manager and Aircrew. Review-BLM 43CFR 8351.2-1.8k , prohibits operation or use of any aircraft

within 1,000 ft. of water surface in sections of the Wild Rogue River from June 1 to September15. This could be cited by BLM Law Enforcement Officer for a Class B misdemeanor. This stipulation is often included as a condition in permits issued and administered by the BLM.

On the day of the flight:

Confirm with Aviation Manager and Dispatch that all approval signatures are in place on the PASP and that the Aircraft is en route or has arrived.

Brief Dispatch if there is any last-minute change in the manifest…. Aircrew originally scheduled to fly who will not go, and any replacement aircrew

Arrive at the airport or base of operations at least 15-30 minutes before the mission is to begin to allow time for a thorough briefing

Flight Manager TO Pilot – Briefing Items

Check pilot and aircraft cardo Expiration dateo Pilot and company names, aircraft N-number, aircraft make and model on

the cards matches the actual aircraft and piloto Mission to be flown is checked/approved on the back side of each card

Review PASP with pilot including the route/hazard map and risk assessment. Inform pilot about desired flight route, altitude, intent of the mission, special requirements. NOTE: Do NOT ask or allow the pilot to fly in a manner that is outside of policy (i.e. in an airplane below 500 ft. or in an area, route, or manner that is not approved in the signed PASP). If pilot begins to deviate from requested or approved flight profile, correct the action and proceed only as the mission was originally approved.

Be sure proper necessary frequencies are programmed into aircraft radios. Determine if the Flight Manager can operate the aircraft FM radio for flight following and acquire operational instructions on the use of that radio. Confirm AFF is installed/ functioning.

Provide pilot with manifest of Aircrew and cargo. For fixed wing, ensure that a weight and balance calculation has been done. For helicopter missions, ensure a load calc. is completed, review/verify, and ensure the Flight Manager and pilot both sign it. One copy must be retained on the ground.

Inform pilot of any known hazards including other aircraft that may be operating in the area during the flight. Disclose any hazardous materials you may be transporting. Ensure documentation requirements (see Sec. 7.4 above) are in place.

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Determine the pilot’s last day off, how much flight time has been logged already today, and when his duty day began that morning (see Sec. 4.3.1 above.)

Secure packs and cargo per the pilot’s directions for weight and balance.

Ensure pilot (and fellow Aircrew members) have and wear the appropriate PPE if required (i.e. on helicopters)

Contingency plans if mission needs to be modified or aborted

Hot refueling is not allowed; engine must be shut down.

Pilot to Flight Manager and Aircrew - Briefing Items

Be attentive when pilot gives his/her briefing and follow his/her instructions.

Operation of seatbelts, windows, doors, and emergency exits

Keep safety belts fastened from engine start until shutdown (except during a helicopter mission when your work requires you to boarding or disembark with engine running, and only when pilot indicates it is safe to do so)

For helicopter missions, always get visual or radio approval from pilot or qualified air crew member before approaching a running aircraft. Secure all loose items in or near the helicopter landing area that could be blown into rotor system.

Location and Operation of emergency equipment and features including fuel shut-off, electrical system shut-off, ELT location, fire extinguisher, 1st aid & survival equipment.

Do not touch flight controls while aircraft is being operated on the ground or in the air.

No smoking on board or within 50 ft. of the aircraft during fueling.

Fuel on board and estimated duration of flight time with safe reserve.

Flight following interval, method, and frequencies to be used.

During flight

Do not talk to the pilot during take-off, landing, or within five miles of an airport unless you have critical safety information to immediately communicate (see Sec. 5.8 above.)

Look for other aircraft and flight hazards (wires, towers, etc.) at all times and immediately report location and proximity of any hazards you spot.

Do not ask the pilot to perform unsafe maneuvers and, conversely, respect the final authority of the pilot in command if he/she is unwilling to fly a mission profile that you request.

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If communications with Dispatch fail, return to the point of departure or the nearest airport. Pilot may be able to relay a message for Dispatch through other aircraft or to FAA Flight Service on the AM radio. Contact Dispatch at 1-800-295-9953 upon landing.

Do not deviate from the approved flight route or profile, except as necessary in an emergency, unless you communicate your intentions to Dispatch and approval to deviate is granted.

Report any unusual circumstances of the flight to Dispatch. Document all incidents, hazards, or policy deviations on a SAFECOM, and brief the District Aviation Manager immediately after landing.

Advise Dispatch when aircraft is within 5 minutes of landing (even if 15 minutes has not yet passed since the last check-in) and advise you are going into “sterile cockpit” mode for landing, and that you will call back once the aircraft is safely on the ground.

Additional rules and flight precautions that most pilots already know and follow:

o Avoid flying into box canyonso Avoid flying uphill into higher terraino Avoid crossing ridges at right angles.o Avoid flying into clouds or low visibilityo Avoid flying below 500 feet except for takeoff and landingo Avoid flying when wind speed is 25 miles per hour or moreo Avoid flying in sustained strong turbulent airo Avoid flying in smoke columns

Post-flight

Close out flight plan and immediately notify Dispatch that the aircraft is safely on the ground.

Conduct post-flight briefing with pilot and Aircrew to discuss what went well and what will need to be done differently in the future.

Vendor will complete AMD-23E payment document for that day’s flight (but don’t close out the sheet if the mission will continue the very next day or the period of hire has not ended.) Be sure the correct Billee code and the COMPLETE AND CORRECT charge code (FBMS; i.e. LLFA540000LF10000AV.HT0000) is carefully and legibly entered on the form. Route copies as described in Chapter 4 above.

Record/track pilot flight and duty hours on duty day log (if it’s a multi-day project).

Complete a SAFECOM if there was a hazard, maintenance deficiency, or policy deviation that had the potential to cause a mishap. Call the Aviation Manager (or Dispatch, if the Aviation Mgr. is unavailable) to brief the situation.

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Complete a Contractor Performance Evaluation and forward it to the Aviation Manager if the project or period of hire is completed. If this is a recurring mission over several weeks, complete the evaluation at the end of the last flight.

Rogue River Wild Section Medical Evacuation (Medevac) Sites(NAD 83/WGS84)

Name UTM (Zone: 10 ) Degrees Decimal Minutes

Comments

Sanderson Island

Easting: 450493Northing: 4721719

Lat: 42°38.78Long: -123°36.24

Whiskey Creek Easting: 447797Northing: 4723097

Lat: 42°39.51Long: -123°38.22

Doe Easting: 447042Northing: 4723054

Lat: 42°39.49Long: -123°38.77

Tyee Easting: 445710Northing: 4722864

Lat: 42°39.38Long: -123°39.74

Wildcat Easting: 444844Northing: 4722804

Lat: 42°39.34Long: -123°40.38

Black Bar Easting: 439912Northing: 4723032

Lat: 42°39.44Long: -123°43.99

Horseshoe Bend

Easting: 439768Northing: 4725573

Lat: 42°40.82Long: -123°44.11

Meadow Creek Easting: 439497Northing: 4726553

Lat: 42°41.34Long: -123°44.31

Battle Bar Easting: 435389Northing: 4728608

Lat: 42°42.43Long: -123°47.34

Winkle Bar Easting: 434122Northing: 4728061

Lat: 42°42.13Long: -123°48.26

Rogue River Ranch

Easting: 437747Northing: 4729666

Lat: 42°43.02Long: -123°45.62

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Helicopter Landing Zones for the Soda Mtn. Wilderness

(NAD 83/WGS84)

Identifier Latitude Longitude CommentsEast Fork Hutton 42°01.316' -122°33.063' OperationalLone Pine North 42°02.107' -122°30.520' OperationalLone Pine South 42°00.997' -122°28.981' OperationalLower Camp Creek

42°01.622' -122°27.513' Operational

Lower Scotch Creek

42°00.857' -122°29.774' Operational

Middle Camp Creek

42°01.845' -122°27.708' Operational

Middle Scotch 42°01.637' -122°30.680' Non-OperationalPilot-Schoheim Junction

42°01.224' -122°34.644' Non-Operational

Schoheim 42°01.802' -122°30.981' OperationalUpper Camp Creek

42°02.318' -122°27.120' Non-Operational

Upper Dutch 42°02.673' -122°29.461' Non-OperationalUpper Dutch West

42°02.671' -122°30.176' Non-Operational

Upper Slide Creek

42°00.593' -122°32.392' Operational

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